Course Tally Worksheet for Live-Side

Transcription

1 Course Tally Worksheet for Live-Side This document will describe the process of copying student schedule information from the PowerSchool Live-Side into the Course Tally Worksheet Template for Live-Side, after the Commit process and End-of-Year have been run. Once the information has been copied to the spreadsheet it can be used to evaluate sections needed, class sizes, and total number of staff required in each department or school for the new school year. Before using the Excel Spreadsheet, schedulers MUST first completely schedule all students that are currently in the data. This means that: new students must be given requests and completely scheduled students who are to be transferred out have their schedule and requests removed any students with no schedule or a partial schedule must be given a complete schedule. If you have to over-load sections to get students completely scheduled, then do it! You can either raise the max student field in the individual section(s) or turn off the Close Section at Max feature. This can be done by going to School in the Menu > go to Scheduling, open up Preferences and un-check Close Section at Max and click Submit. Please remember to turn the Close Section at Max feature back on when this process is completed. Student Schedule Sections Staffing Master Schedule Getting Started 1. Open PowerSchool and select your school. You should be in the new school year. 2. From select PowerSchool Admin > Scheduling > Walk-in Scheduling > Course Tally Tools and download the Course Tally Worksheet Template for Live-Side to your desktop and open. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 1

2 Running the Course Request Tally Report 1. In PowerSchool select System Reports from the main menu > Custom Reports tab > Schedule tab > Course Enrollment Counts report Select all the data in the table displayed in the Course Enrollment Counts screen by placing your cursor just to the left of the first Course number, left click down, and drag down the page highlighting all the data. The data should be listed in order by Course #. Do not include headings. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 2

3 3. Right-click inside the selection and select Copy. 4. Make sure you are on the first worksheet (Sheet 1 tab) in the Course Tally Worksheet Template for Live-Side. 5. Right-click in cell A2 and select Paste. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 3

4 Add Department Information You can hand key in the Departments in the Tally Worksheet (sheet 3) or use the Course List report from the PowerScheduler side to copy & paste onto the Course-Dept tab: 1. In your PowerScheduler Reports menu select Course List. 2. Highlight all the data (as you did for the Course Enrollments Counts report - no headings) in the Course List report, right click and Copy. Make sure the list is in the same order by Course Number as your Course Enrollment Counts report. 3. Return to Excel and select the Course-Dept tab (sheet 2). MISD PowerSchool Document: Course Tally for Live Side Instructions Page 4

5 4. Right click in cell A2 and select Paste. 5. Check the Course-Dept sheet to be sure every course has the correct Department listed in column C. If there are departments missing, you can hand key them. 6. Also, check the Course-Dept sheet to be sure the courses are sorted by the Department. Sort the Departments in descending order. Analyze Course Tally Information in Excel 1. Click on the Tally Worksheet tab in the Course Tally Worksheet Template for Live-Side. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 5

6 2. The information from the Course Enrollment Counts report you entered on the first sheet and the Departments from the Course List or if you hand created them, should be displayed on the Tally Worksheet along with some additional columns for: a. Term b. Current Sections c. Students (actual schedule counts from Master Schedule, not Requests.) d. Sections Needed e. Class Size f. Avg. Size g. Seats Left h. Comments 3. Enter the appropriate numbers in the Class Size column to reflect a default class size you wish to use to evaluate your Master Schedule. You need to use a class size number that you want to use at the beginning of the new school year, so you can truly evaluate your Master Schedule and whether or not you need to make any adjustment in number of Sections for each Course or in the Staffing needed to teach these Sections. If you want to start with a default class size of 30, you can copy the value down the column for each course. Hover your cursor in the lower right corner of the Class Size number and you will see a + which you will hold down and drag to the bottom of your data. Release and the column will populate. You will also see the other columns populate with data. Note: Once Class Size is populated, you will see that the other values for courses fill in automatically. Only the Class Size field is dynamic. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 6

7 4. As you modify the Class Size number for each class, you will notice that the Sections Needed, Avg Size, and Seats Left all change to reflect the new class size. Making the class size less than the Avg Size will automatically create an additional section. Note: If you modify any column other than Class Size you will have to hand calculate Class Size. Requests, Sections Needed, Avg Size, & Seats Left are static fields; only Class Size is dynamic and will automatically change the other fields. Summary Information Once you have set all your class sizes correctly, you can now begin to compare the Sections in the Sections Needed column to the actual Sections in the Current Sections column of the Tally Sheet. This comparison will allow you to see which specific Courses need an adjustment in the number of Sections to be taught and if needed, an adjustment in the Staff needed to teach the Sections. Once all the class sizes set and the department codes entered, you can find the total number of teachers needed for each department by using the Excel subtotal function. 1. After you confirm that you have codes entered for each Course in the Dept column, select Data Subtotals or 2. In the Subtotal dialog box, select the following options (you may need to scroll up or down to find some of them) and click OK. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 7

8 At each change in: Dept Use function: Sum Add subtotal to: only the box for Sections Needed should be checked Check to Replace current subtotals & Summary below data 3. Now you will see total sections for each department. 4. To see the total sections needed for each department without the rest of the detail, select the number 2 in the group of numbers column A. Your display should look similar to the following: to the left of MISD PowerSchool Document: Course Tally for Live Side Instructions Page 8

9 Note: To get back to the previous subtotal view, select the number 3 to the left of column A. 5. To print these totals, select the cells you want to print, then select File Print. In the Print dialog box, under Print what choose Selection. MISD PowerSchool Document: Course Tally for Live Side Instructions Page 9